Your privacy is extremely important to us. If you have any questions or suggestions about data or privacy, please do not hesitate to contact us at help@kiphideaways.com.
This website is owned and operated by KIP HIDEAWAYS LTD, a company registered in England and Wales under registration number 11867005. Our registered address is 8 Rayens Cross Road, Long Ashton, Bristol, BS41 9DZ, UK.
Kip Hideaways Ltd is the ‘data controller’ for the purposes of the Data Protection Act 2018, the General Data Protection Regulation (EU) 2016/679 and any subsequent UK data protection legislation (together the Data Protection Laws)and we are responsible for, and control the processing of, your personal information. The individual with overall responsibility for monitoring and ensuring our compliance with the Data Protection Laws is Liz Simpson.
It is our policy to respect your privacy regarding any information we may collect while operating our website. Accordingly, we have developed this privacy policy for you to understand how we collect, use, communicate, disclose and make use of personal information.
This privacy policy applies to any individuals whose personal information we process during the course of business, which includes:
- Our website visitors and registered users;
- Owners of properties listed on our site;
- Users that make bookings and their guests;
- Recipients of our marketing communications;
- Our suppliers, service providers, agents, and subcontractors; and
- Any individuals whose data we receive from any of the above for the purposes of operating our business and providing our products and services.
If you are unsure how this policy applies to you, please contact us (see ‘How to contact us’ below) and we will be happy to help.
What information do we collect and process?
Personal information provided by you
During the course of accessing our website, registering an account, using our services, contacting us, providing services to us, or otherwise dealing with us, you may provide us with a range of personal data which we will use in the course of our business. This personal information may include:
- Your name or another unique identifier;
- Your address;
- Your age and/or date of birth;
- Your contact details (which may include your landline telephone number, mobile number, and/or email address);
- Payment or other financial details (e.g. payment card information, bank information);
- Professional information (e.g. job title and/or type, professional qualifications, industry); and
- Other related information.
Information we collect automatically
Our website and services may collect certain information about you automatically (such as your IP address, geographical location, browser type and version, operating system). Our website also uses cookies to distinguish you from other users of our website. For detailed information on the cookies we use and the purposes for which we use them, please see our Cookie Policy below.
Personal information provided by third parties
Occasionally we may receive information about you from other sources (such as our suppliers, customers, or group companies), which we will add to the information we already hold about you in order to help us operate our business effectively.
In particular, in our role as agent for the purposes of facilitating property bookings, we may receive information about the fulfilment and performance of bookings in order to manage the booking process and/or resolve any disputes.
Personal information about other individuals
If you give us information on behalf of someone else, you confirm that the other person has appointed you to act on his/her behalf and has agreed that you can:
- transfer the personal data and give consent on his/her behalf to the processing of his/her personal data;
- receive on his/her behalf any data protection notices;
- give consent to the transfer of his/her personal data abroad; and
- give consent to the processing of his/her sensitive personal data (if applicable).
Sensitive personal information
We do not anticipate that we will process sensitive personal information under this privacy policy. However, if we do request such information, we will explain why we are requesting it and how we intend to use it.
Sensitive personal information includes information such as:
- your ethnic origin
- whether you belong to a trade union
- your physical or mental health or condition, and
- whether you have committed a criminal offence
We will only collect your sensitive personal information with your explicit consent.
How we use your data and our legal basis for processing your data
We may process your data for a variety of reasons, including because:
- we are legally obliged to e.g. to confirm your identity;
- the processing is necessary for the performance of the contract with you to provide our Services; or
- it is in our legitimate business interests to do so.
In some instances, we will rely on your consent to process personal data and where we do this, it will be flagged to you at the time.
Our main processing activities for personal data, and the legal basis on which we perform those activities are:
Marketing recipients:
We will process your personal data in order to contact you in relation to our products and services and keep a record of our communications (e.g. sales telephone calls, quotations and offers).
Our legal basis for doing so is consent, which you will have given when you opt to receive marketing communications from us or get in touch with us. You can withdraw this consent at any time by following the instructions in our communications or by contacting us.
Owners and guests:
We will process your personal data in order to provide our services to you, including the administration of bookings and related payments, and to provide you with information and updates regarding the same. Our legal basis for doing so is that the processing is necessary for the performance of a contract. We will also keep a record of your data and use it for related purposes, including account management, customer support, and audit purposes, on the basis that we have a legitimate interest in doing so.
We may also contact you in relation to our products and services.
Suppliers, service providers etc.:
We will process your personal data in order to receive goods and/or services from you and to manage our relationship, including making payments to you, dealing with accounts issues, placing orders etc. Our legal basis for doing so is that the processing is necessary for the performance of a contract.
Individuals about whom we receive information from our customers or suppliers:
We may receive information about individuals from our customers or suppliers, which we use in the course of our business. We use this information to administer our services and bookings, on the same basis as set out under ‘owners and guests’ above.
We may also conduct credit/identity checks in order to protect our business and our customers. Our legal basis for doing so is that we have a legitimate business interest to protect.
Other processing activities
Monitoring and recording communications
We may monitor and record communications with you (such as telephone conversations and emails) for the purpose of training, fraud prevention, and/or quality assurance. We may also retain copies of communications and details provided to us by you, for example support requests, account queries, complaints, for internal account management and auditing purposes. This is done on the basis of legitimate interests.
Storage of your information and who your information might be shared with
We store your personal data on cloud-based servers provided by Google and Microsoft.
We also engage with the following third parties in the course of our business and these third parties may have access to or receive your personal data as necessary for us to use that personal data for the purposes set out above:
| Name / Category of Third Party | Type of data subject they may receive information about | Type of information they may receive |
| Property owners | Users making bookings and their guests | Name(s), address(es), age(s), contact information (telephone, mobile phone, email), details of any pets, details of any special requirements or requests |
| Users making bookings | Property owners | Name(s), address of the property booked and associated information, contact information (telephone, mobile phone, email) |
| Supercontrol Limited | Users making bookings and their guests | Name(s), address(es), age(s), details of any pets, payment information, details of any special requirements or requests |
In addition, we may disclose your personal data to:
- other companies within our group to the extent that there is a legitimate interest in doing so to support our business aims;
- our agents and service providers, to the extent that they require access to the data in order to provide goods/services to us, in which case they will be bound by a contract requiring them to process personal data in accordance with the requirements prescribed by data protection law;
- law enforcement agencies in connection with any investigation to help prevent unlawful activity; and
- a third party purchaser if we sell our business, in which case, customer and user information will be a transferred asset.
Keeping your data secure
We will use technical and organisational measures to safeguard your personal data, for example:
- access to your account is controlled by a password and user name that are unique to you;
- we store your personal data on secure servers; and
- payment details are encrypted using SSL technology (typically you will see a lock icon or green address bar (or both) in your browser when we use this technology).
While we will use all reasonable efforts to safeguard your personal data, you acknowledge that the use of the internet is not entirely secure and for this reason we cannot guarantee the security or integrity of any personal data that are transferred from you or to you via the internet. If you have any particular concerns about your information, please contact us (see ‘How to contact us’ below).
What can I do to keep my information safe?
If you want detailed information from Get Safe Online on how to protect your information and your computers and devices against fraud, identity theft, viruses and many other online problems, please visit www.getsafeonline.org. Get Safe Online is supported by HM Government and leading businesses.
Transfers of your information out of the UK/EEA
We do not anticipate needing to store or transfer information out of the UK or EEA, except where liaising with Property Owners or Guests located outside of those territories.
How long do we keep your personal information?
We keep your personal information for as long as we need to for the purposes for which it was collected or (if longer) for any period for which we are required to keep personal information to comply with our legal and regulatory requirements. If you require more specific information, please contact us.
What rights do you have?
You are responsible for ensuring that information you provide to us is accurate, complete and up-to-date. You can review and change your information by contacting us.
You have a number of rights in relation to your personal data, these include the right to:
- find out how we process your data;
- request that your personal data is corrected if you believe it is incorrect or inaccurate;
- obtain restriction on our, or object to, processing of your personal data;
- if we are relying on consent, you can withdraw your consent to our processing of your personal data (including any direct marketing);
- if we are relying on legitimate interests for direct marketing, you can object to receiving such direct marketing;
- obtain a copy of the personal data we process concerning you. We will take steps to verify your identity before responding to your request. Once we have verified your identity we will respond as soon as possible and in any event within one month.
- lodge a complaint with the UK supervisory body, the Information Commissioner’s Office (the ICO) here https://ico.org.uk/. If you have a concern or complaint about the way we handle your data, we ask that you contact us in the first instance to allow us to investigate and resolve the matter as appropriate.
If you would like to exercise any of your rights or find out more, please contact us.
Changes to this Privacy Policy
We may change this Privacy Policy from time to time, and if we do so we will highlight any changes to these pages. If you continue to access or use our services after notified changes have come into effect, you will have agreed to the revised policy.
How to contact us
Please contact us at help@kiphideaways.com if you have any questions about this privacy policy or the information we hold about you.
Use of cookies
We, as well as third parties that provide content, advertising, or other functionality on our website, may use cookies, pixel tags, local storage, and other technologies (“Technologies”) to automatically collect information through the website. We use Technologies that are essentially small data files placed on your computer, tablet, mobile phone, or other devices (referred to collectively as a “device”) that allow us to record certain pieces of information whenever you visit or interact with our sites, services, applications, messaging, and tools, and to recognize you across devices to automatically collect information through the website and your use of it.
Cookies. Cookies are small text files placed in visitors’ computer browsers to store their preferences. Most browsers allow you to block and delete cookies. However, if you do that, the Site may not work properly.
Pixel Tags/Web Beacons. A pixel tag (also known as a web beacon) is a piece of code embedded on the Site that collects information about users’ engagement on that web page. The use of a pixel allows us to record, for example, that a user has visited a particular web page or clicked on a particular advertisement.
Analytics. We may also use Google Analytics and Google Analytics Demographics and Interest Reporting and other providers to collect information regarding visitor behaviour and visitor demographics on some of our Services, and to develop website content. Google Analytics data is not tied to any Personal Information. You can opt out of Google’s collection and Processing of data generated by your use of the Services by going to http://tools.google.com/dlpage/gaoptout.
Our uses of such Technologies fall into the following general categories:
Operationally Necessary. We may use cookies, web beacons, or other similar technologies that are necessary to the operation of our sites, services, applications, and tools. This includes technologies that allow you access to our sites, services, applications, and tools; that are required to identify irregular site behavior, prevent fraudulent activity and improve security; or that allow you to make use of our functions such as shopping-carts, saved search, or similar functions;
Performance Related. We may use cookies, web beacons, or other similar technologies to assess the performance of our websites, applications, services, and tools, including as part of our analytic practices to help us understand how our visitors use our websites, determine if you have interacted with our messaging, determine whether you have viewed an item or link, or to improve our website content, applications, services, or tools;
Functionality Related. We may use cookies, web beacons, or other similar technologies that allow us to offer you enhanced functionality when accessing or using our sites, services, applications, or tools. This may include identifying you when you sign into our sites or keeping track of your specified preferences, interests, or past items viewed so that we may enhance the presentation of content on our sites; and
Advertising or Targeting Related. We may use first-party or third-party cookies and web beacons to deliver content, including ads relevant to your interests, on our sites or on third party sites. This includes using technologies to understand the usefulness to you of the advertisements and content that has been delivered to you, such as whether you have clicked on an advertisement.
If you would like to opt-out of the Technologies we employ on our sites, services, applications, or tools, you may do so by blocking, deleting, or disabling them as your browser or device permits.
Our website may contain links to other websites and other websites may reference or link to our Site or other Services. These other domains and websites are not controlled by us, and we do not endorse or make any representations about third party websites or social media platforms. We encourage our users to read the privacy policies of each and every website and application that they interact with.
Our website may also contain links and interactive features with various social media platforms. If you already use these platforms, their cookies may be set on your device when using our website and its services. You should be aware that personal information which you voluntarily include and transmit online in a publicly accessible blog, social media platform or otherwise online, or that you share in an open forum may be viewed and used by others without any restrictions. We are unable to control such uses of your information when interacting with a social media platform, and by using such services you assume the risk that the information provided by you may be viewed and used by third parties for any number of purposes.
Except for essential cookies, all cookies set on our website will expire after 180 days.
